Executive Assistant to Chief Executive Officer

6 days ago

Brantford, Ontario, Canada ICON OFFICE ENVIRONMENTS Full time
Overview

We are seeking an experienced, highly proactive Executive Assistant  to support our CEO. This role is designed for a detail-oriented, driven, and adaptable  professional who thrives in a fast-paced environment  and can operate independently. You will play a key role in protecting the CEO's time and energy , ensuring seamless daily operations, and managing critical business and personal responsibilities.

This in-person role  requires a flexible schedule . While 90% of the work will occur during business hours, availability on evenings, weekends, and during travel  is expected.

How to Apply

If you're ready to take on a high-impact, career-defining EA role, we want to hear from you

  • Submit a video introducing yourself and explaining why you're interested in this role.
  • Answer the following three questions about the Executive Assistant position:
    • How do you see the Executive Assistant contributing to the long-term success of the CEO and the company, beyond daily operations?
    • What are the most critical challenges the CEO faces in time management, and how can the EA best support in overcoming them?
    • What qualities and skills do you believe are most important for an EA to be successful in this role?

3.Email your video and questions to Elle at   with the subject line: "Executive Assistant Application."

Key Responsibilities Time & Task Management
  • Manage and prioritize the CEO's schedule , ensuring meetings are booked in time blocks and flow smoothly.
  • Act as the gatekeeper for communications , sorting, rerouting, and responding to emails, WeChat, and other messages.
  • Prepare and debrief  the CEO before meetings by gathering necessary information and meeting with key team members in advance.
  • Attend meetings, take digital notes , track action items, and follow through on outstanding tasks.
  • Organize a daily schedule in advance  and ensure the CEO's top priorities for the following day are clear.
  • Implement time management strategies  to keep the CEO focused and on track.
Operations & Logistics
  • Serve as the first point of contact  for internal and external communications.
  • Coordinate all travel  (flights, hotels, car rentals, activities, check-ins) and actively monitor for any itinerary changes.
  • Handle event planning , including birthdays, anniversaries, gifts, and business gatherings.
  • Manage company responsibilities  related to sales, operations, and vision, ensuring key projects stay on track and escalating issues when necessary.
  • Organize and maintain office and filing systems .
Personal & Business Support
  • Communicate with family and key contacts  to ensure personal logistics run smoothly.
  • Run errands and conduct research  on business opportunities, networking events, and market intelligence.
  • Track and maintain key relationships  (friends, business contacts) to ensure the CEO stays in touch with important connections.
  • Keep up with family dietary preferences  and ensure meals align accordingly.
Crisis & Urgent Matters Handling
  • Monitor and respond to urgent communications  requiring immediate attention.
  • Maintain a list of high-priority contacts  and ensure the CEO is alerted promptly when necessary.
  • Escalate critical issues  as needed, ensuring rapid resolution.
Who You Are
  • Experienced & Independent  – You've been an EA before and understand how to manage high-level operations without constant oversight.
  • Detail-Oriented & Proactive  – You anticipate needs before they arise and take initiative to solve problems.
  • Highly Organized & Adaptable  – You can manage shifting priorities, work well under pressure, and keep multiple projects running smoothly.
  • Energetic & Driven  – You thrive in a fast-paced, high-performance environment and want to grow into a role of significant responsibility.
  • Exceptional Communicator  – You can confidently interact with executives, clients, and team members while maintaining discretion.
Requirements
  • Minimum 5+ years  of experience as an Executive Assistant or Chief of Staff .
  • Proven experience managing calendars, travel, communication, and high-level projects .
  • Ability to work in person with flexibility  for travel, nights, and weekends.
  • Proficiency in Google Chrome & Asana .
  • Valid G Driver's License .
  • Strong proficiency in email management, scheduling tools, and task management software .
  • Discretion and ability to handle highly confidential information .
Compensation & Growth
  • Competitive salary  based on experience.
  • Opportunities for professional development  and leadership growth.
  • Travel and event perks included .

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